AGENDA #5b

 

MEMORANDUM

 

TO:                  Mayor and Town Council

 

FROM:            W. Calvin Horton, Town Manager

 

SUBJECT:       Interim Progress Report of the Street Fair Review Committee

 

DATE:             January 27, 2003

 

 

This report provides information on the Street Fair Review Committee’s work to date on its review of the Town’s street fair events.

 

BACKGROUND

 

On August 26, 2002, the Council received and referred a petition from a citizen asking that the Council evaluate the costs and benefits of the current Apple Chill Street Fair and consider other options.

 

At its September 18, 2002 meeting, the Parks and Recreation Commission voted unanimously (10-0) to recommend that they be involved in any process to evaluate the Apple Chill Street Fair.

 

At its October 7, 2002 meeting, the Council adopted a resolution referring the citizen petition to the Parks and Recreation Commission and the staff.  The resolution states that the Parks and Recreation Commission and Manager are authorized and encouraged to take the following steps in the evaluation of the Town’s street fairs:

 

·        Evaluate both Apple Chill and Festifall Street Fairs.

·        Hold at least two Public Forums to address issues related to street fairs.

·        Meet with affected parties including business owners, church leadership, fraternities, sororities, street fair vendors, and artisans.

·        Perform community surveys of user satisfaction including surveys taken on-site at the 2003 Apple Chill Street Fair, by telephone, or through the mail. Surveys should also determine where users live.

·        Expand the study beyond the Chapel Hill-Carrboro community.  How many vendors are from the community, and how many are from other areas?

·        Invite representatives of downtown churches, affected neighborhoods, and downtown businesses to participate on the committee.

·        The Council will accept applications and a committee will be appointed to conduct the evaluation.  The Parks and Recreation Commission will make a recommendation on the composition of the Committee and the Council would then appoint members.

·        Review financial information and the impact of the fairs on Town departments, particularly the impact on police resources and police coverage of the remainder of the Town during the fair.

·        Evaluate all impacts, including nuisances, safety, traffic, and cost.

·        All Town departments affected by the fair will assign a staff person to the committee.

·        Recommend whether either or both fairs should be eliminated or changed and, if so, how.

 

The Council asked for a preliminary report by January 27, 2003, and to complete the evaluation process and report to the Council by May 2003.  In addition, the Manager was directed to work with the downtown merchants and churches when planning logistics for the 2003 event.

 

At its October 21, 2002 meeting, the Council adopted a resolution authorizing the Manager and the Parks and Recreation Commission to begin recruitment of members to the Street Fair Review Committee. The Council asked that the Commission make recommendations for Council action on November 25, 2002. On November 25, the Commission requested an extension to ensure that all applications to serve on the Committee would be reviewed.

 

At its December 12, 2002 meeting, the Council made all but one appointment to the Street Fair Review Committee. The final appointment was made on January 13, 2003.

 

DISCUSSION

 

Street Fair Review Committee Update: The Street Fair Review Committee held its first meeting on January 14, 2003. The Committee appointed Pam Hemminger as Chair and Paul P. Caldwell as Vice-Chair. The committee scheduled meetings on the first Thursday and the third Tuesday of each month through March.

 

The committee held its second meeting on January 21, 2003. Committee members reviewed event timelines presented by the staff and all correspondence regarding the street fairs the staff has received.

 

The next 2 committee meetings are scheduled:

 

Thursday, February 8, 7:00 p.m., Chapel Hill Public Library

            Tuesday, February 18, 7:00 p.m., Chapel Hill Public Library

           

The Committee also scheduled a 7:00 p.m. public forum for February 25, 2003 in the Council Chamber.

 

The Committee has staff support from the Police, Public Works, Transportation, and Parks and Recreation Departments.

 

CONCLUSION

 

The Committee has started its work and has scheduled its first public forum. Additional information will be gathered from citizens through an additional public forum and community surveys. The Street Fair Review Committee will present its report to the Council in May 2003.

 

In addition, we will continue to work with downtown church and business representatives to address their concerns and enhance the street fairs.